Kaapi is a Mac app that turns a brain dump into small tasks, and keeps you company while you start them. This page says plainly what the app keeps on your Mac, what it sends out, and who else can see it.
The short version
- Your dumps, tasks, routines and focus sessions stay on your Mac. Signing in does not upload them.
- A model on your Mac turns your dump into tasks. Your words go to no outside AI.
- We keep a small amount of usage data to see whether the app works. You can turn it off.
- We do not sell your data. We do not run advertising.
What stays on your Mac
Your dumps and tasks
Your writing, tasks, steps, deadlines, routines, settings and focus history live in the app’s own storage on your Mac. Signing in does not back them up or sync them. If you lose the Mac, or delete the app’s data, that work goes with it.
Turning a dump into tasks
Kaapi uses Qwen, an AI model that runs on your Mac. The app downloads it once, from Hugging Face. After that, your dump is read on the device and sent nowhere. Hugging Face sees the download request, including your IP address, and nothing you wrote.
Focus sessions
During a focus session, and only then, Kaapi checks which app is in front every 4 seconds. This is how Timi notices a drift. With Screen Recording allowed, Kaapi also reads the title of that window. macOS files window titles under Screen Recording, but Kaapi takes no screenshot and records no video.
Window titles stay in memory and are then dropped. When you drift, the app name and the matching entry from your distracting list are saved in the session history on your Mac. You can pause this from the menu bar at any time.
Timi and reminders
Timi’s nudges and check-ins are worked out on your Mac, from your own tasks and sessions. Nothing is sent anywhere to choose them. Routine reminders use macOS notifications.
What we collect
| Data | Why | Who processes it |
|---|---|---|
| Product analytics: screens opened, buttons used, counts, durations, random task and session IDs, app version, macOS version, country | To see which parts of Kaapi help and which fail | PostHog |
| Crash and error reports, with quoted text removed | To fix what breaks | PostHog |
| Account data: your sign-in ID, name, email and profile picture | Only if you sign in, so Kaapi knows who you are | Convex and Google |
| Payment: your card, email, billing country, plan and renewal date | To take payment and check your plan is active | Stripe |
| Download requests: IP address and app version | To deliver the AI model and app updates | Hugging Face, GitHub |
| Website visits: IP address, page, browser and time | To serve this site | Vercel |
| Emails you send us | To answer you | Saugat Poudel |
Analytics events carry an anonymous ID, not your name. If you sign in with usage sharing on, PostHog links that ID to your name and email. Signing out starts a new anonymous ID. Stripe never gives us your card number. We share data with no one else, unless the law requires it.
What we never collect
- Your dump, task titles, steps, or routine names.
- Window titles, app names, or your list of distracting apps and sites.
- Screenshots, screen recordings, or replays of how you use the app.
- Camera, microphone, contacts, or location.
- Anything sold or handed to advertisers or data brokers.
Permissions the app asks for
Every one is optional. Refuse any of them, and the rest of Kaapi still works.
- Screen Recording, to read the title of the window in front during a focus session. Nothing is recorded. Refuse it, and Kaapi checks the app name only.
- Notifications, for routine reminders. You can turn them off in System Settings at any time.
Kaapi asks for no other permission. It does not track you across other companies’ apps or sites, and this website sets no tracking cookies.
Children
Kaapi is not built for children under 13, and we do not knowingly collect data from them. If a child has sent us data, write to us and we will delete it.
How long we keep things
Work on your Mac stays until you delete it. Deleting the app can leave its data behind, in the Caapi folder under ~/Library/Application Support.
Account data is kept while your account exists. Analytics events and error reports stay in PostHog until we delete them, and we delete yours when you ask. Payment records are kept as long as Stripe and tax law require.
Your choices
- Turn off Share usage data in Preferences. From then on, nothing is sent. Events already sent stay until you ask us to delete them.
- Refuse Screen Recording or notifications. Pause monitoring from the menu bar during a session.
- Use Kaapi without an account. Choose “Not now” at sign-in.
- Delete your work in the app, or delete the Caapi folder under ~/Library/Application Support.
- Ask us to export, correct or delete the data we hold about you. Write to saugatfiguresitout@gmail.com and we will act within 30 days.
If you are in the EU or the UK, you also have the right to object to processing, to limit it, to withdraw consent, and to complain to your data protection authority. We use account and payment data to give you what you paid for, and usage data to fix the app. Our providers may process data outside your country, with the safeguards the law requires.
Changes
If this policy changes in a way that matters, we will change the date at the top and tell you before the change applies.
Contact
Kaapi is made by Saugat Poudel. Questions, requests, or corrections: saugatfiguresitout@gmail.com.
See also the Terms of Service.